Speaker Guidelines

This information was provided by www.aps.org and has been modified to fit SFA's facilities.

SFA Meeting Notes

  1. All presentations are 12 minutes unless stated otherwise in the meeting program. (10 minutes to present; 2 minutes for Q & A)
  2. Each of these rooms will have the following:
    • PC computer with Windows and internet connection, PowerPoint, and a video projector
    • Projection screen and whiteboard
  3. Speakers that plan to use PowerPoint are strongly encouraged to transport the PPT files to SFA in two of the following ways. We suggest using two methods so that you have a backup.
  4. Note: If the PPT file is emailed or dropped off via disk at registration, then the PPT file will be saved on the destop of the computer in your presentation room before your session begins.

Policy and Guidelines on Use of Projectors
The APS strongly recommends that laptops not be used for contributed talks (12 minute talks). The presentation schedule must be maintained, and as is too often the case, the set-up of the laptop/projector can be problematic, using up valuable presentation time.

Step back from the details of your research and think about what your audience might like to learn from your work. Keep it simple - remember, less is more. Your talk should include:
  1. Statement of hypothesis and purpose of the research
  2. Description of methods of investigation
  3. Inclusion of data collected and what was learned
  4. Conclusions based on the data collected
  5. Emphasis on significance and highlights of the research


  1. Supporting audio-visuals must be concise, uncluttered and readable from a distance
  2. Audio-visuals should amplify your oral presentation, not duplicate it
  3. Choose the medium that will optimally display your information - don't use words if a picture will convey it more clearly
  4. Use line graphs to show trends, bar graphs to compare magnitudes, and pie graphs to demonstrate relative portions of a whole.


  1. Prepare notes that highlight the most important points of your talk.
  2. Practice the delivery of your talk several times prior to your presentation along with your slide or transparency sequence being sure to fit your talk into the time allocated to you.
  3. Use simple sentences; avoid jargon, highly specialized vocabulary and unfamiliar abbreviations.
  4. Think about questions you might be asked about your work and be prepared with well-thought out answers, being mindful of the limited time for Q and A.
Prior to the Meeting
Check the on-line program on the web-site prior to the meeting to see what other papers will be presented in the session to which your paper has been assigned.

At the Meeting
  1. Check the printed program at the registration table to determine if there are any changes to the program that might relate to your presentation.
  2. If possible, arrive at the room in which you are to give your presentation prior to the start of the session and introduce yourself to the chair.
  3. Be prepared to stop when signaled by the Chair to do so.
  4. Retrieve your presentation audio-visuals at the end of your talk.